What are the responsibilities and job description for the Executive Administrative Assistant position at Black Professionals in International Affairs - BPIA?
***Volunteer*** Administrative Executive Assistant to the Vice President
Position: Volunteer Administrative Executive Assistant
Reports To: Vice President
Commitment: Minimum 20 hours per week (flexible scheduling)
Location: Remote
Duration: Minimum 6-month commitment
About the Role
We are seeking a highly organized, proactive, and detail-oriented Volunteer Administrative Executive Assistant to support the Vice President of the Education and Exchange Committee. This role is ideal for someone passionate about leadership support, operational efficiency, and contributing to a growing organization. The assistant will play a critical role in ensuring the VP’s schedule, communications, and administrative functions run smoothly.
Key Responsibilities
• Executive Support:
• Manage the VP’s calendar, appointments, and meetings, ensuring seamless scheduling.
• Prepare and organize meeting agendas, notes, and follow-ups.
• Coordinate internal and external correspondence on behalf of the VP.
• Maintain confidentiality in handling sensitive information.
• Administrative Support:
• Organize and maintain files, records, and reports.
• Assist in the preparation of presentations, documents, and spreadsheets.
• Manage email communication, draft responses, and prioritize urgent matters.
• Conduct research and compile data as needed for strategic projects.
• Project Coordination:
• Support ongoing initiatives, special projects, and organizational priorities.
• Assist in event planning, logistics, and coordination of team activities.
• Track deadlines and follow up on deliverables to ensure timely completion.
• Communication & Liaison:
• Act as a point of contact between the VP and internal/external stakeholders.
• Ensure timely and effective communication across teams.
• Handle routine inquiries and escalate issues when necessary.
Qualifications & Skills
• Minimum of 3 years of administrative, executive support, or project management experience.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and virtual collaboration tools (Zoom, Slack, Trello, etc.).
• Ability to handle confidential information with discretion.
• Self-motivated, adaptable, and able to work independently.
• Previous experience supporting executives or senior leadership is a plus.
Benefits of Volunteering
• Opportunities to work closely with global leadership and gain firsthand insight into strategic decision-making.
• Expand your professional network by engaging with executives, industry leaders, and key stakeholders.
• Gain hands-on experience in executive administration, project coordination, and leadership support.
